SAP Crystal Reports: Step-by-Step Guide - How to Create an Invoice
Read this Step-by-Step Guide: Create a report for invoicing (or modify to create statements, shipping documents, etc.) (PDF). Download the Document
Read this Step-by-Step Guide: Create a report for invoicing (or modify to create statements, shipping documents, etc.) (PDF). PUBLIC
Step-by-Step Guide:
How to Create an Invoice
With SAP Crystal Reports
SAP Crystal Solutions
SAP Crystal Reports and SAP Crystal Server
Step-by-Step Guide:
How to Create an Invoice
With SAP Crystal Reports
SAP Crystal Solutions
SAP Crystal Reports and SAP Crystal Server
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 2 / 9
Table of Contents
1 Create an Invoice with SAP Crystal Reports ......................................................................................................... 3
2 Connect to the Desired Data Source ........................................................................................................................ 4
3 Select Desired Report Records .................................................................................................................................. 4
4 Specify Fields for the Details Section ...................................................................................................................... 4
5 Create Groups.................................................................................................................................................................... 5
6 Format and Adjust Report Sections ......................................................................................................................... 6
7 Build the Invoice Header ............................................................................................................................................... 6
8 Adjust the Order Header ............................................................................................................................................... 8
9 Finish the Invoice Footer ............................................................................................................................................... 8
Table of Contents
1 Create an Invoice with SAP Crystal Reports ......................................................................................................... 3
2 Connect to the Desired Data Source ........................................................................................................................ 4
3 Select Desired Report Records .................................................................................................................................. 4
4 Specify Fields for the Details Section ...................................................................................................................... 4
5 Create Groups.................................................................................................................................................................... 5
6 Format and Adjust Report Sections ......................................................................................................................... 6
7 Build the Invoice Header ............................................................................................................................................... 6
8 Adjust the Order Header ............................................................................................................................................... 8
9 Finish the Invoice Footer ............................................................................................................................................... 8
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 3 / 9
1 Create an Invoice with SAP Crystal Reports
One of the many benefits of a “pixel perfect” reporting tool, such as SAP Crystal Reports, is complete
freedom to create a document to your exacting needs. Since it’s so critical to your organization’s bottom line,
a custom invoice is the perfect use for Crystal Reports.
Using the Blank Report option is the best starting place for an invoice. This document outlines steps to create
an invoice using the Ridin Round.xls sample data source. This may be downloaded from https://crystal-
reports-downloads.s3.amazonaws.com/Ridin-Round.xls
Note: Steps to create an invoice with your own data source will vary significantly, as specific report design
steps are largely based on the organization of the specific data source.
Final Result
1 Create an Invoice with SAP Crystal Reports
One of the many benefits of a “pixel perfect” reporting tool, such as SAP Crystal Reports, is complete
freedom to create a document to your exacting needs. Since it’s so critical to your organization’s bottom line,
a custom invoice is the perfect use for Crystal Reports.
Using the Blank Report option is the best starting place for an invoice. This document outlines steps to create
an invoice using the Ridin Round.xls sample data source. This may be downloaded from https://crystal-
reports-downloads.s3.amazonaws.com/Ridin-Round.xls
Note: Steps to create an invoice with your own data source will vary significantly, as specific report design
steps are largely based on the organization of the specific data source.
Final Result
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 4 / 9
2 Connect to the Desired Data Source
Connect to the desired data source using steps outlined in the Connecting to a Data Source white paper
found here: https://crystal-reports-downloads.s3.amazonaws.com/Ridin-Round.xls
Using the Ridin Round.xls sample data source, tables are added and joined as follows (standard inner joins
are used):
3 Select Desired Report Records
For the Ridin’ Round data source, a record selection formula is added to include only orders placed during
the last full month (if the report is run anytime on or after the first day of the month, all orders from the
previous month will be included).
1. Choose Report à Selection Formulas à Record from the drop-down menus.
2. Enter the following formula: {Orders_.Order Date} In LastFullMonth
4 Specify Fields for the Details Section
Fields from several Ridin Round.xls tables are included in the Details section. These fields refer to individual
order line items within an order.
1. Drag the following fields into the Details section from the Field Explorer:
• OrdersDetail_.Quantity
• Product_.Product Name
• OrdersDetail_.Unit Price
2. Create a formula to calculate the extended price. Right-click on the Formula Fields section in the Field
Explorer and choose New from the context menu.
2 Connect to the Desired Data Source
Connect to the desired data source using steps outlined in the Connecting to a Data Source white paper
found here: https://crystal-reports-downloads.s3.amazonaws.com/Ridin-Round.xls
Using the Ridin Round.xls sample data source, tables are added and joined as follows (standard inner joins
are used):
3 Select Desired Report Records
For the Ridin’ Round data source, a record selection formula is added to include only orders placed during
the last full month (if the report is run anytime on or after the first day of the month, all orders from the
previous month will be included).
1. Choose Report à Selection Formulas à Record from the drop-down menus.
2. Enter the following formula: {Orders_.Order Date} In LastFullMonth
4 Specify Fields for the Details Section
Fields from several Ridin Round.xls tables are included in the Details section. These fields refer to individual
order line items within an order.
1. Drag the following fields into the Details section from the Field Explorer:
• OrdersDetail_.Quantity
• Product_.Product Name
• OrdersDetail_.Unit Price
2. Create a formula to calculate the extended price. Right-click on the Formula Fields section in the Field
Explorer and choose New from the context menu.
© 2025 SAP SE or an SAP affiliate company. All rights reserved. See Legal Notice on www.sap.com/legal-notice for use terms, disclaimers, disclosures, or restrictions related to this material. 5 / 9
3. Name the formula Extended Price and type in the following formula text:
{OrdersDetail_.Quantity} * {OrdersDetail_.Unit Price}
4. Drag the Extended Price formula to the Details section to the right of Unit Price.
5. Format Details fields to be more readable:
a. Select Quantity and reduce decimal places to zero by clicking in the toolbar twice.
b. Select Product Name and widen the field with the sizing handle to avoid truncation of long product
names.
c. Add a leading dollar sign to Extended Price by selecting it and clicking the toolbar button
6. Save the report. Continue to save the updated report at regular intervals.
5 Create Groups
Create two report groups to organize order details into Customer à Order Number hierarchy.
1. Click the Insert Group toolbar button. Choose Customer ID as the group field (choosing a unique
numeric value, rather than customer name, will separate two customers that may have the same name
into unique groups).
2. Specify the following options on the Insert Group dialog box Options tab to display the Customer
Name instead of Customer ID in the group header, and to repeat the customer group header on
subsequent pages if a customer’s orders exceed one page:
3. Click the Insert Group toolbar button. Choose Order ID as the group field.
4. Click the Insert Group dialog box Options tab. Check Repeat Group Header On Each Page to repeat
the order group header on subsequent pages if a single order exceeds one page.
5. Add a subtotal for Extended Price in Group Footer #1 by selecting Extended Price in the Details
section and clicking the Insert Summary toolbar button. Select Group #1 – Customer as the
Summary Location.
6. Select the just-created subtotal. Add a dollar sign by clicking the toolbar button.
3. Name the formula Extended Price and type in the following formula text:
{OrdersDetail_.Quantity} * {OrdersDetail_.Unit Price}
4. Drag the Extended Price formula to the Details section to the right of Unit Price.
5. Format Details fields to be more readable:
a. Select Quantity and reduce decimal places to zero by clicking in the toolbar twice.
b. Select Product Name and widen the field with the sizing handle to avoid truncation of long product
names.
c. Add a leading dollar sign to Extended Price by selecting it and clicking the toolbar button
6. Save the report. Continue to save the updated report at regular intervals.
5 Create Groups
Create two report groups to organize order details into Customer à Order Number hierarchy.
1. Click the Insert Group toolbar button. Choose Customer ID as the group field (choosing a unique
numeric value, rather than customer name, will separate two customers that may have the same name
into unique groups).
2. Specify the following options on the Insert Group dialog box Options tab to display the Customer
Name instead of Customer ID in the group header, and to repeat the customer group header on
subsequent pages if a customer’s orders exceed one page:
3. Click the Insert Group toolbar button. Choose Order ID as the group field.
4. Click the Insert Group dialog box Options tab. Check Repeat Group Header On Each Page to repeat
the order group header on subsequent pages if a single order exceeds one page.
5. Add a subtotal for Extended Price in Group Footer #1 by selecting Extended Price in the Details
section and clicking the Insert Summary toolbar button. Select Group #1 – Customer as the
Summary Location.
6. Select the just-created subtotal. Add a dollar sign by clicking the toolbar button.